TO: HONORABLE MAYOR FROM: Rick Bruneau
AND CITY COUNCIL
SUBJECT: ACTIONS RELATED TO THE DATE: September 5, 2023
PURCHASE ORDERS FOR
LIBRARY BOOKS AND
RELATED SERVICES
Approved Date
9//12/23
RECOMMENDATION
Adopt a resolution authorizing the City Manager or designee to:
a) Amend purchase orders OP 64021 with Baker & Taylor, LLC (Charlotte, NC), and OP 64018 with Nubro, Inc. dba Brodart Co. (Williamsport, PA) for library books and related services to increase the total compensation by $1,900,000 for a maximum compensation not to exceed $2,350,000 for the period ending on or about August 14, 2024;
b) Approve a contingency of $250,000 for unanticipated demand for library books and related services, subject to the appropriation of funds; and
c) Exercise up to six additional one-year options to extend the term of the purchase orders, with the last option year ending on or about August 14, 2030, subject to the appropriation of funds.
SUMMARY AND OUTCOME
The City requires books and related services to support the San José Public Library System (Library). The Library provides books for public use at 25 different locations throughout the City and relies on vendors to supply books, labeling, and collection analysis for all locations.
Authorizing the City Manager to take this action allows the City to continue to provide books and maintain material inventory at San José Public Libraries.
BACKGROUND
The Library invests a substantial portion of its budget each year in maintaining a current inventory of in-demand resources and reference materials. In addition to providing these COUNCIL AGENDA: 9/26/23
FILE: 23-1272
ITEM: 2.13
HONORABLE MAYOR AND CITY COUNCIL
September 5, 2023
Subject: Actions Related to the Purchase Orders for Library Books and Related Services
materials, the Library requires vendor-provided services to make materials shelf-ready. These services include material processing, cataloging, anti-theft/inventory control device installation (e.g., barcodes, radio frequency identification tags, spine labels), packaging, and labeling. The Library also utilizes selection, ordering, and data collection analysis tools to assist with inventory management and ensure consistent service delivery.
ANALYSIS
In July 2023, the Finance Department released a competitive Request for Bid to procure library books and related services. Three responsive, responsible bids were submitted. The Request for Bid was structured to allow for multiple awards.
Local and Small Business Enterprise Preferences: In accordance with San José Municipal Code Section 4.12.320B, bidders who requested and qualified for the local business preference would be given a 2.5% credit of the cost bid and bidders who requested and qualified for the small business preference would be given an additional 2.5% credit of the cost bid. None of the bidders requested the local or small business enterprise preference.
Protest: The City’s Request for Bid process included a 10-day protest period that began when the City issued the Notice of Intended Award on August 4, 2023. No protests were received.
Award: Staff awarded to Baker & Taylor, LLC and Nubro, Inc. dba Brodart Co. as the lowest priced, responsive, and responsible bidders pursuant to the bidding procedures of the San José Municipal Code, Section 4.12.310B(2). Staff elected to award to two vendors for a wider variety of sourcing options. Purchase orders were executed in the amounts of $350,000 with Baker & Taylor, LLC and $100,000 with Nubro, Inc. dba Brodart Co. under City Manager authority.
Approval of this recommendation allows the City to continue to provide books and maintain material inventory at San José Public Libraries.
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
COST SUMMARY/IMPLICATIONS
The table below identifies the total amount of the purchase orders for the initial period of August 15, 2023 through August 14, 2024. These products and services will be utilized as required and the total cost may vary depending on book and related service needs. Ongoing annual costs will be requested as part of the City’s annual budget process and will be subject to the appropriation of funds.
HONORABLE MAYOR AND CITY COUNCIL
September 5, 2023
Subject: Actions Related to the Purchase Orders for Library Books and Related Services
1. AMOUNT OF RECOMMENDATION $2,150,000
2. COST ELEMENTS
- Proposed Amendment $1,900,000
- Contingency 250,000
Recommendation Subtotal $2,150,000
- OP 64021 (Baker & Taylor LLC) $350,000
- OP 64018 (Nubro, Inc. dba Brodart Co.) 100,000 Current Purchase Order Subtotal $450,000
TOTAL NOT TO EXCEED $ 2,600,000
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the purchase orders recommended as part of this memorandum.
Fund
#
Appn
#
Appn.
Name
Total
Appn
Amt. for
Recommendation
2023-2024
Capital
Budget Pg.*
Last Budget
Action (Date,
Ord. No.)
393 4078 Acquisition
of Materials
$6,212,000 $2,150,000 334 6/20/2023,
30933
*The 2023-2024 Adopted Capital Budget was approved by the City Council on June 13, 2023 and adopted on June 20, 2023.
COORDINATION
This memorandum has been coordinated with the City Attorney’s Office, City Manager’s Budget Office, and the Library Department.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the September 26, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
September 5, 2023
Subject: Actions Related to the Purchase Orders for Library Books and Related Services
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no changes to the physical environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
RICK BRUNEAU
Director of Finance
For questions, please contact Albie Udom, Deputy Director of Finance – Purchasing & Risk Management, at [email protected].